Payments to Vendors Workshop

1. Payments to Vendors Workshop

2. How to request a New Vendor Master Vendor File

3. New Vendor Requests • Email Cindy Dickson payables@whitman.edu • Subject line: New vendor • Body of email: Include the vendor’s name and address • Attach a completed W9.

4. Email

5. W-9

6. New Vendor Documentation • Why do we require written requests (email) for new vendors? • An Internal Control to ensure only legitimate vendors are being set up • Documentation for Audit purposes • Why do we require a W9 for all New Vendors? • To ensure proper vendor set-up • IRS reporting purposes

7. Payments

8. Payments • Why are payments delayed? • How can I get my payment processed faster? • Which form do I use? • Should I and can I enter Invoices, VP & TME’s?

9. Reasons for delayed payments • Missing information; paperwork • Receipts • Support documentation • Incorrect information; paperwork • Wrong or missing voucher # • Incorrect form • W9 information doesn’t match Payee • Incorrect General Ledger Information

10. Reasons for delayed payments • Missing Approvals • Batching and holding invoices instead of sending them daily.

11. Prevent Delayed Payments • The Business Office website has the most current forms for your use. http://www.whitman.edu/content/business_ office/businessofficeforms • Reminders and Pop-up in each field to help complete the forms accurately

12. Forms Location on Website

13. Prevent Delayed Payments • Enter the Invoice, VP or TME into Colleague and include the voucher number on each payment request. • Ensures accurate General Ledger input • Allows a true verification of information

14. invoices

15. Invoices Definition: An invoice is a document issued by a vendor listing the price and product or services received. This does not include statements, estimates, quotes, order acknowledgments, etc.

16. Invoices Use a stamp to code for payment if possible Be sure to include: • Department Name • G/L account number • Department Authorization/Signature • Budget Officer Signature if over $5,000 • Business Purpose if not clearly listed • Sales tax detail listed

17. Invoices Discounts • Make sure you take advantage of any discounts the vendor is offering if possible. • Note the amount paying on the invoice.

18. Invoices • Do not write or stamp on the remittance portion of any invoice • Registration fees and Subscription renewals- the invoice usually is the renewal document, so make a copy and do all the coding and signing on the copy. • No need to make copies unless you need it to be sent with the check.

19. Vendor payment form

20. Vendor Payment Form The vendor payment form is to be used when no invoice is provided Examples: • Receipt reimbursement • Email for a refund

21. Vendor Payment Form The vendor payment form is also used when paying: • Honorariums • Services with a Personal Service Contract (PSC) or Performance Contract (PC)

22. Vendor Payment Form • Include your Dept. name & initials • Business Purpose in Description • Correct Vendor/WID # • Payment Delivery Instructions • Correct Voucher # • Department signature • Budget Officer signature, if over $5,000 • Include PSC or PC & W9*, if required • Include page 2 of PSC to report hours, if required. *Vendor payment (name) must match W9 information

24. The following steps help speed up the vendor payment process for all TME, Vendor Payment forms and invoice payments Voucher Entry

25. Voucher Entry- Invoice # field Invoices & TME (paid directly to Vendor) • Include the invoice number as listed on the invoice with spaces, dashes, and letters as they are shown VP and TME’s (paid to individuals) • Begin field with VP or TME The combination of the invoice number and the vendor number is what gives Colleague the correct information to show you the duplicate payment error.

26. Voucher Entry-Date Field Invoices & TME (paid directly to Vendor) • The invoice date should be the date listed on the invoice, not the date the voucher is entered into the system or the order date VP and TME’s (paid to individuals) • The invoice date should be the date listed on the payment form, not the date voucher is entered into the system.

27. Voucher Entry • Select the correct remittance address. If the correct remittance address is not available e-mail payables@whitman.edu and ask for it to be added/corrected. • Do not type address corrections in the voucher screen. It will not be saved.

28. Voucher Entry (address look-up)

29. Voucher Entry (address look-up)

30. Voucher Entry • Remember to change the “pay voucher” field from “Y” to “N” (no)! and note the voucher number on the front of the paperwork

31. Voucher Entry Direct Vendor Payment, third screen (Invoices & some TME’s) • In description field, include the account number or customer number as listed on the invoice • If no account number is shown use whatever makes that order unique;order #, po #, item description, folio #

32. Voucher Entry-Invoices

33. Voucher Entry Vendor Payment Form, third screen • In description field*, use identifying information so recipient knows what the payment is for. Examples: • RMB- books, supplies • Honorarium, 4-18-13 • Performance fee, 4-18-13 *We use this field to sort for reporting purposes as well as for tax reporting.

34. Voucher Entry- Vendor Payment

35. Voucher Entry TME Form(individuals), third screen • In description field*, include the location and date of the expense Examples: • Rmb- Japan- 4/5 – 5/5 • Rmb- airfare- SEA 4/15 – 4/30 • Rmb- trvl- CA- 5/2 – 5/22 *We use this information for IRS reporting requirements.

36. Voucher Entry- TME (individuals)

37. Voucher Entry- Use tax • Check for sales tax. • Enter ‘UT’ in the tax code field if it was not added to invoice or paid when the expense was incurred.

38. Voucher Entry

39. QUESTIONS?